This Privacy Policy explains how AY Tool & Equipment Hire Ltd collects, uses, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Information We Collect
- Name, address, email address, and phone number
- Photo identification documents (e.g., driving licence, passport) for hire verification purposes
- Payment details (processed securely via third-party providers)
- Hire history and transaction records
- Communications sent via our website, email, or phone
2. How We Use Your Information
- Verify your identity before hire
- Process and confirm hire bookings
- Comply with insurance, safety, and legal obligations
- Contact you regarding your hire, account, or support queries
- Maintain accurate hire and transaction records for accounting and tax purposes
- Improve our services and website functionality
3. Lawful Basis for Processing
- Contract – To perform the hire agreement you enter with us
- Legal obligation – To meet insurance, safety, and accounting requirements
- Legitimate interests – To protect against fraud and loss
4. Data Storage & Retention
All personal data, including uploaded photo IDs, is stored securely on encrypted systems and/or within restricted-access server directories. Photo IDs are stored outside public web access and are only accessible by authorised staff. Uploaded photo IDs are deleted 60 days after the end of the hire period unless required for ongoing legal or insurance matters. Other hire-related records are retained for up to 7 years in line with legal and tax requirements.
5. Sharing of Information
We never sell your data. We may share your data only when necessary for:
- Payment processing (e.g., Stripe, PayPal)
- Insurance or legal compliance
- Law enforcement requests where legally required
6. Your Rights
Under the UK GDPR, you have the right to:
- Access your personal data
- Request correction of incorrect or incomplete data
- Request deletion (subject to legal and contractual obligations)
- Restrict or object to certain processing activities
- Lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk
7. Cookies
Our website uses cookies to improve your browsing experience. For more details, see our Cookie Policy.
8. Contact Us
If you have any questions about this Privacy Policy or your personal data, please contact:
AY Tool & Equipment Hire Ltd
Email: alex@aytoolhire.co.uk
Phone: 07548 686405
